3) Use Writer’s change marks (often called “redlines” or “revision marks”) to show where you

have added or deleted material, or changed formatting. Choose Edit > Track Changes >
Record Changes before starting to edit. Later, you or another person can review and
accept or reject each change. Choose Edit > Track Changes > Show Changes. Right-
click on an individual change and choose Accept Change or Reject Change from the
context menu, or choose Edit > Track Changes > Manage Changes to view the list of
changes and accept or reject them. Details are in the Writer Guide.

Tip
Not all changes are recorded. For example, changing a tab stop from align left to align
right, and changes in formulas (equations) or linked graphics are not recorded.

Caution
A document with active track changes and changes hidden carries the document
editing history that may not be noticed by the current user. Contents deleted or
modified can be recovered. While this is a feature, it is also a security exposure of the
document history.

Using fields
Fields are extremely useful features of Writer. They are used for data that changes in a document
(such as the current date or the total number of pages) and for inserting document properties such
as name, author, and date of last update. Fields are the basis of cross-referencing (see below);
automatic numbering of figures, tables, headings, and other elements; and a wide range of other
functions—far too many to describe here. See Chapter 14, Working with Fields, in the Writer Guide
for details.

Linking to another part of a document

If you type in cross-references to other parts of a document, those references can easily get out of
date if you reorganize the order of topics, add or remove material, or reword a heading. Writer
provides two ways to ensure that your references are up to date, by inserting links to other parts of
the same document or to a different document: hyperlinks and cross-references.
The two methods have the same result if you Ctrl+click the link when the document is open in
Writer: you are taken directly to the cross-referenced item. However, they also have major
differences:
• The text in a hyperlink does not automatically update if you change the text of the linked
item (although you can change it manually), but changed text does automatically update in
a cross-reference.
• When using a hyperlink, you do not have a choice of the content of the link (for example
text or page number), but when using a cross-reference, you have several choices,
including bookmarks.
• To hyperlink to an object such as a graphic, and have the hyperlink show useful text such
as Figure 6, you need to give such an object a useful name (instead of a default name like
Graphics6), or use the Hyperlink dialog to modify the visible text. In contrast, cross-
references to figures with captions automatically show useful text, and you have a choice of
several variations of the name.
• If you save a Writer document to HTML, hyperlinks remain active but cross-references do
not. (Both remain active when the document is exported to PDF.)

Chapter 4 Getting Started with Writer | 111

Using hyperlinks
The easiest way to insert a hyperlink to another part of the same document is by using the
Navigator:
1) Open the document containing the items you want to cross-reference.
2) Open the Navigator by clicking its button, choosing View > Navigator, pressing F5, or
opening it in the Sidebar.
3) Click the arrow part of the combination Drag Mode button, and choose Insert as
Hyperlink.
4) In the list at the bottom of the Navigator, select the document containing the item that you
want to cross-reference.
5) In the Navigator list, select the item that you want to insert as a hyperlink.
6) Drag the item to where you want to insert the hyperlink in the document. The name of the
item is inserted in the document as an active hyperlink.
You can also use the Hyperlink dialog to insert and modify hyperlinks within and between
documents. See Chapter 12, Creating Web Pages.

Figure 88: Inserting a hyperlink using the Navigator

Using cross-references
Replace any typed cross-references with automatic ones and, when you update fields, all the
references will update automatically to show the current wording or page numbers. The Cross-
references tab of the Fields dialog lists some items, such as headings, bookmarks, figures, tables,
and numbered items such as steps in a procedure. You can also create your own reference items;
see “Setting References” in Chapter 14, Working with Fields, in the Writer Guide for instructions.
To insert a cross-reference to a heading, figure, bookmark, or other item:
1) In your document, place the cursor where you want the cross-reference to appear.
2) If the Fields dialog is not open, click Insert > Cross-reference. On the Cross-references
tab (Figure 89), in the Type list, select the type of item to be referenced (for example,
Heading or Figure). You can leave this page open while you insert many cross-references.
3) Click on the required item in the Selection list, which shows all the items of the selected
type. In the Insert reference to list, choose the format required. The list varies according to
the Type. The most commonly used options are Reference (to insert the full text of a
heading or caption), Category and Number (to insert a figure number preceded by the
word Figure or Table, but without the caption text), Numbering (to insert only the figure or

112 | Getting Started with LibreOffice 5.1

 table number, without the word “Figure” or “Table”), or Page (to insert the number of the
page the referenced text is on). Click Insert.

Figure 89: The Cross-references tab of the Fields dialog

Using bookmarks
Bookmarks are listed in the Navigator and can be accessed directly from there with a single mouse
click. You can cross-reference to bookmarks and create hyperlinks to bookmarks, as described
above.
1) Select the text you want to bookmark. Click Insert > Bookmark.
2) On the Insert Bookmark dialog, the larger box lists any previously defined bookmarks. Type
a name for this bookmark in the top box, and then click OK.

Figure 90: Inserting a bookmark

Chapter 4 Getting Started with Writer | 113

Using master documents
Master documents are typically used for producing long documents such as a book, a thesis, or a
long report; or when different people are writing different chapters or other parts of the full
document, so you don’t need to share files. A master document joins separate text documents into
one larger document, and unifies the formatting, table of contents (TOC), bibliography, index, and
other tables or lists.
Since LibreOffice version 4.4, Master Document Templates can be added to the Template Manager
and creating a new document based on a Master Document Template creates a Master Document
with the same initial content as the template it is based upon. See Chapter 3, Styles and
Templates, for more about creating and using templates.
Yes, master documents do work in Writer. However, until you become familiar with them, you may
think that master documents are unreliable or difficult to use. See Chapter 13, Working with Master
Documents, in the Writer Guide.

Creating fill-in forms

A standard text document displays information: a letter, report, or brochure, for example. Typically
the reader may either edit everything or nothing in any way. A form has sections that are not to be
edited, and other sections that are designed for the reader to make changes. For example, a
questionnaire has an introduction and questions (which do not change) and spaces for the reader
to enter answers.
Forms are used in three ways:
• To create a simple document for the recipient to complete, such as a questionnaire sent out
to a group of people who fill it in and return it.
• To link into a database or data source and allow the user to enter information. Someone
taking orders might enter the information for each order into a database using a form.
• To view information held in a database or data source. A librarian might call up information
about books.
Writer offers several ways to fill information into a form, including check boxes, option buttons, text
boxes, pull-down lists, and spinners. See Chapter 15, Using Forms in Writer, in the Writer Guide.

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Chapter 5
Getting Started with Calc
Using Spreadsheets in LibreOffice
What is Calc?
Calc is the spreadsheet component of LibreOffice. You can enter data (usually numerical) in a
spreadsheet and then manipulate this data to produce certain results.
Alternatively, you can enter data and then use Calc in a “What if...” manner by changing some of
the data and observing the results without having to retype the entire spreadsheet or sheet.
Other features provided by Calc include:
• Functions, which can be used to create formulas to perform complex calculations on data.
• Database functions, to arrange, store, and filter data.
• Dynamic charts; a wide range of 2D and 3D charts.
• Macros, for recording and executing repetitive tasks; scripting languages supported include
LibreOffice Basic, Python, BeanShell, and JavaScript.
• Ability to open, edit, and save Microsoft Excel spreadsheets.
• Import and export of spreadsheets in multiple formats, including HTML, CSV, PDF, and
PostScript.

Note
If you want to use macros written in Microsoft Excel using the VBA macro code in
LibreOffice, you must first edit the code in the LibreOffice Basic IDE editor. See
Chapter 13 Getting Started with Macros and Calc Guide Chapter 12 Calc Macros.

Spreadsheets, sheets, and cells

Calc works with elements called spreadsheets. Spreadsheets consist of a number of individual
sheets, each sheet containing cells arranged in rows and columns. A particular cell is identified by
its row number and column letter.
Cells hold the individual elements – text, numbers, formulas, and so on – that make up the data to
display and manipulate.
Each spreadsheet can have several sheets, and each sheet can have many individual cells. In
Calc, each sheet can have a maximum of 1,048,576 rows (65,536 rows in Calc 3.2 and earlier) and
a maximum of 1024 columns. LibreOffice Calc can hold up to 32,000 sheets.

Calc main window

When Calc is started, the main window opens (Figure 91). The parts of this window are described
below.

Title bar
The Title bar, located at the top, shows the name of the current spreadsheet. When a spreadsheet
is newly created from a template or a blank document, its name is Untitled X, where X is a number.
When you save a spreadsheet for the first time, you are prompted to enter a name of your choice.

116 | Getting Started with LibreOffice 5.1

 Title bar Menu bar Standard toolbar Formatting toolbar

Active cell Active cell reference Column Formula bar

(Name box) headers

Row headers

Sheet tab Status bar

Sidebar

Figure 91: Calc main dialog

Menu bar
When you select an item on the Menu bar, a sub-menu drops down to show commands. You can
also customize the Menu bar; see Chapter 14 Customizing LibreOffice for more information.
• File – contains commands that apply to the entire document; for example, Open, Save,
Wizards, Export as PDF, Print, Digital Signatures.
• Edit – contains commands for editing the document; for example, Undo, Copy, Changes,
Fill, Plug-in.
• View – contains commands for modifying how the Calc user interface looks; for example,
Toolbars, Column & Row Headers, Full Screen, Zoom.
• Insert – contains commands for inserting elements into a spreadsheet; for example,
Pictures, Frames, Special Characters, Charts, Functions.
• Format – contains commands for modifying the layout of a spreadsheet; for example, Cells,
Page, Styles and Formatting, Alignment.
• Sheet – contains the most often used commands for table handling, such as Insert and
Delete Cells, Columns, Rows, and Sheets, as well as Comments and Cell fill.
• Tools – contains various functions to help you check and customize the spreadsheet; for
example, Spelling, Share Document, Gallery, Macros.
• Data – contains commands for manipulating data in the spreadsheet; for example, Define
Database Range, Sort, Statistics, Pivot Tables, Consolidate.
• Window – contains commands for the display window; for example, New Window, Split.
• Help – contains links to the LibreOffice help system and other miscellaneous functions; for
example, Help, License Information, and Check for Updates.

Chapter 5 Getting Started with Calc | 117

Toolbars
The default setting when Calc opens is for the Standard and Formatting toolbars to be docked at
the top of the workspace (Figure 91).
Calc toolbars can be either docked and fixed in place, or floating; you can move a toolbar into a
more convenient position on the workspace. Docked toolbars can be undocked and either moved
to different docked position on the workspace, or left as a floating toolbar. Toolbars that are floating
when opened can be docked into a fixed position on the workspace.
The default set of icons (sometimes called buttons) on toolbars provides a wide range of common
commands and functions. You can also remove or add icons to toolbars; see Chapter 14
Customizing LibreOffice for more information.

Formula bar
The Formula Bar is located at the top of the sheet in the Calc workspace. The Formula Bar is
permanently docked in this position and cannot be used as a floating toolbar. If the Formula Bar is
not visible, go to View on the Menu bar and select Formula Bar.

Figure 92: Formula bar

Going from left to right and referring to Figure 92, the Formula Bar consists of the following:
• Name Box – gives the current active cell reference using a combination of a letter and
number, for example A1. The letter indicates the column and the number indicates the row
of the selected cell. If you have selected a range of cells that is also a named range, the
name of the range is shown in this box. You can also type a cell reference in the Name Box
to jump to the referenced cell. If you type the name of a named range and press the Enter
key, the named range is selected and displayed.

• Function Wizard – opens a dialog from which you can search through a list of
available functions. This can be very useful because it also shows how the functions are
formatted.

• Sum – clicking on the Sum icon totals the numbers in the cells above the selected cell
and then places the total in the selected cell. If there are no numbers above the selected
cell, then the cells to the left are totaled.
• Function – clicking on the Function icon inserts an equals (=) sign into the selected cell
and the Input line, allowing a formula to be entered.
• Input line – displays the contents of the selected cell (data, formula, or function) and allows
you to edit the cell contents. To turn the Input line into a multiline input area for very long
formulas, click the dropdown button on the right.
• You can also edit the contents of a cell directly in the cell itself by double-clicking on the
cell. When you enter new data into a cell, the Sum and Function icons change to Cancel
and Accept icons .

Note
In a spreadsheet the term “function” covers much more than just mathematical
functions. See the Calc Guide Chapter 7 Using Formulas and Functions for more
information.

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Spreadsheet layout
Individual cells
The main section of the workspace in Calc displays the cells in the form of a grid. Each cell is
formed by the intersection of one column and one row in the spreadsheet.
At the top of the columns and the left end of the rows are a series of header boxes containing
letters and numbers. The column headers use an alpha character starting at A and go on to the
right. The row headers use a numerical character starting at 1 and go down.
These column and row headers form the cell references that appear in the Name Box on the
Formula Bar (Figure 92). If the headers are not visible on the spreadsheet, go to View on the Menu
bar and select Column & Row Headers.

Sheet tabs
In Calc, you can have more than one sheet in a spreadsheet. At the bottom of the grid of cells in a
spreadsheet are sheet tabs indicating how many sheets there are in the spreadsheet. Clicking on a
tab enables access to each individual sheet and displays that sheet. An active sheet is indicated
with a white tab (default Calc setup). You can also select multiple sheets by holding down the Ctrl
key while clicking on the sheet tabs.
To change the default name for a sheet (Sheet1, Sheet2, and so on), right-click on a sheet tab and
select Rename Sheet from the context menu. A dialog opens, in which you can type a new name
for the sheet. Click OK when finished to close the dialog.
To change the color of a sheet tab, right-click on the tab and select Tab Color from the context
menu to open the Tab Color dialog (Figure 93). Select a color and click OK when finished to close
the dialog. To add new colors to this color palette, see Chapter 14 Customizing LibreOffice.

Figure 93: Tab color dialog

Status bar
The Calc status bar (Figure 94) provides information about the spreadsheet as well as quick and
convenient ways to change some of its features. Most of the fields are similar to those in other
components of LibreOffice; see Chapter 1 Introducing LibreOffice in this guide and the Calc Guide
Chapter 1 Introducing Calc for more information.

Chapter 5 Getting Started with Calc | 119

 Sheet number Page style Selection mode Digital signature Zoom slider & percentage

Cell selection information Insert/overwrite mode Unsaved changes Cell or object information

Figure 94: Calc status bar

Sidebar
The Calc Sidebar (View > Sidebar) is located on the right side of the window. It is a mixture of
toolbar and dialog. It is similar to the sidebar in Writer (shown in Chapter 1 and Chapter 4 of this
book) and consists of five decks: Properties, Styles and Formatting, Gallery, Navigator, and
Functions. Each deck has a corresponding icon on the Tab panel to the right of the sidebar,
allowing you to switch between them.
The decks are described below.
• Properties: This deck includes four content panels.
– Styles: Access to the available cell styles, update cell styles, and new cell styles.
– Character: Controls for formatting the text, such as font family, size, and color. Some
controls, such as superscript, only become active when the text cursor is active in the
Input line of the Formula bar or the cell.
– Alignment: Controls to align the text in various ways, including horizontal and vertical
alignment, wrapping, indenting, merging, text orientation, and vertical stacking.
– Cell Appearance: Controls to set the appearance options, including cell background
color, cell border formats including line color and style, and grid lines.
– Number Format: Quickly change the format of numbers including decimals, currency,
dates, or numeric text. Numerical and label field controls for Forms are also available.
Each of these panels has a More Options button, which opens a dialog giving a greater
number of options. These dialogs lock the document for editing until they are closed.
• Styles and Formatting: This deck contains a single panel, which is the same as that
opened by selecting the Styles and Formatting button (F11) from the Text Formatting
toolbar.
• Gallery: This deck contains a single panel, which is the same as that opened by selecting
Gallery from the Standard toolbar or Tools > Gallery from the Menu bar.
• Navigator: This deck contains a single panel, which is essentially the same as the
Navigator window opened by clicking the Navigator button on the Standard toolbar or
selecting View > Navigator (F5) from the Menu bar. Only the Contents button is absent in
the Sidebar’s Navigator panel.
• Functions: This deck contains a single panel, which is the same as the window opened by
selecting Insert > Function... from the Menu bar.
To the right side of the title bar of each open deck is a Close button (X), which closes the deck to
leave only the Tab bar open. Clicking on any Tab button reopens the deck.
To hide the Sidebar, or reveal it if already hidden, click on the edge Hide/Show button. To adjust
the deck width, drag on the left edge of the sidebar.

120 | Getting Started with LibreOffice 5.1